Program Support Specialist

Job Summary

The Program Support Specialist plays a key role in ensuring the smooth operation of day-to-day activities by providing high-level support to internal and external teams. This position is responsible for managing employee processes, coordinating onboarding, ensuring accurate timekeeping, maintaining regulatory compliance, and supporting various HR functions. This role is essential to fostering a seamless operational environment at the client site and ensure that new employees are effectively welcomed and set up for success This role is critical to maintaining smooth operational processes at the client site and ensuring new employees are welcomed and set up for success. The Senior. Support Specialist will work closely with the onsite Program Manager, who overseas account performance and manages client relationship.

Classification and Reporting

Full-time, exempt

Job Responsibilities

• Serve as the primary liaison between the Program Manager and internal HQ teams, ensuring effective communication and alignment with client-related needs.
• Plan, coordinate and facilitate new employee orientations including scheduling, materials, and documentation.
• Initiate and track new employee onboarding / offboarding tickets.
• Serve as the primary point of contact for time entry issues, ensuring compliance with company and client policies.
• Monitor employee compliance with onboarding, documentation, and training requirements.
• Support HR coordination efforts with headquarters management team. Q.
• Provide guidance and coaching to onsite team members as needed.

• Oversee the day-to-day responsibilities of junior support team members (if applicable).
• Review expense reports and ensure travel and reimbursement policies are followed.
• Ensure all VMS support metrics (response times, issue resolution rates, etc.) meet defined KPIs.
• Assist with VMS (Vendor Management System) support, reporting, and troubleshooting.
• Collaborate with the Program Manager to align daily support tasks with broader program goals and client expectations.
• Provide account recruitment as needed to meet account staffing needs
• Perform other duties as assigned to meet the needs of the department and client.
• Support special operational initiatives as needed.

Minimum Qualifications

• Associate degree or equivalent experience in a related field required, Bachelor’s degree preferred.
• 2+ years of experience as a VMS Support Specialist or similar support role.
• 2+ years of customer service experience.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and the ability to quickly learn and navigate internal systems and platforms.
• Strong organizational and problem-solving skills.
• Excellent oral and written communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Demonstrated ability to maintain confidentiality and exercise discretion.
• Experience with onboarding, compliance tracking, and HR coordination preferred.

• Leadership or employee management experience strongly preferred.
• Ability to travel up to 35%, as needed.

Physical Requirements

• Frequently required to operate a computer and file and retrieve written documents.
• Physical demands may include but are not limited to standing, sitting, walking, lifting, carrying, reaching, handling, kneeling, crouching, and bending.